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Facilities Event Specialist, Audio Visual Lead

How to Apply

A cover letter is required for consideration for this position and must be attached as the first page of your resume. The letter should address your specific interest in and outline skills and experience that directly relate to this position. Applicants who do not meet these requirements will not be considered.

Job Summary

The Rackham Graduate School seeks a Facilities Event Specialist, Audio Visual Lead to serve as a member of the Rackham Facilities team.The Facilities Event Specialist, Audio Visual Lead works with Rackham and university departments and student organizations to help present high-quality, professional events and meetings in Rackham's internal conference rooms and event spaces. The person in this position is the audio visual expert at Rackham. This position works in partnership with the Rackham Facilities Event Specialist, Scheduling Lead. The person in this role will schedule and manage 5-8 student event assistants who work in the evenings and on the weekends. The typical hours for this position are 8am - 5pm, Monday through Friday. Depending on the event schedule, these hours may be adjusted though this does not happen regularly.

PLEASE NOTE: Rackham is currently offering hybrid work schedules to staff; this position is approved for 4 days on-site and 1 remote day per week.

To learn more about the Rackham Graduate School visit https://rackham.umich.edu/

Why Work at Michigan?

Being part of something greater, of serving a larger mission of discovery and care _ that's the heart of what drives people to work at Michigan. In some way, great or small, every person here helps to advance this world-class institution. It's adding a purpose to your profession. Work at Michigan and become a victor for the greater good.

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

+ Generous time off

+ A retirement plan that provides two-for-one matching contributions with immediate vesting

+ Many choices for comprehensive health insurance

+ Life insurance

+ Long-term disability coverage

+ Flexible spending accounts for healthcare and dependent care expenses

Responsibilities*

Job responsibilities include but are not limited to:

All job duties are shared with the other Facilities Event Specialist, Scheduling Lead

Audio Visual Support:

In collaboration with the other Facilities Event Specialist, provide high quality audiovisual support to Rackham event clients and Rackham staff to ensure smooth operation of technology for meetings and events. This includes providing audiovisual support for Rackham's internal conference rooms in addition to the public event spaces.

Set up and break down event room furniture (banquet tables and chairs) and AV equipment on a daily basis as required.

Perform preventative maintenance of AV equipment.

Schedule, edit and distribute Mediasite recordings of events at client request

Lead Audio Visual Operations:

Schedule and/or perform system maintenance and upgrades including serving as liaison with audio visuals vendor

Review, update, and recommend changes for all audio visual processes and make recommendations for equipment upgrades.

Maintain and update Student Event Assistant (SEA) training manual and lead student training. Follow up with individual SEAs when errors are made; retrain as necessary.

Event Scheduling:

In collaboration with the other Facilities Events Specialist, assist clients (university and non-university) in the planning and scheduling of events taking place in the Rackham building. Use online scheduling system (EMS - Event Management System) to:

Schedule events in Rackham's six public event spaces (and catering kitchen) following guidelines set by the state, university and Rackham, paying special attention to safety. NOTE: Rackham Auditorium is not scheduled by this office

Issue hold and cancellation notices and event confirmations (contracts)

Approve online scheduling accounts for clients

Using information provided by clients and using excellent attention to detail, enter into the scheduling system room equipment needs (banquet furniture, extra trash cans, recycling and compost containers, sign stands, AV equipment), schedule custodians for event room cleaning, and other event details. This information is used to produce a weekly event schedule that includes the above details.

Distribute weekly event schedule to various Rackham and UM departments via email

Prepare statistical reports on facilities usage as needed

Provide expert advice to facilities users regarding event hosting in Rackham facilities and Rackham facilities policies.

Coordinate caterers and deliveries with event schedule and facility availability.

Other:

With Facilities Manager and other Facilities Event Specialist, interview and hire Student Event Assistants (SEA). Train SEA's to cover events in the evenings and weekends. Perform weekly scheduling of SEA's. Communicate unique event requirements to SEAs directly as necessary. Answer emergency events-related calls from SEAs as necessary after hours and on weekends. Approve SEA's timesheets.

Maintain event room equipment (tables, chairs, kitchen equipment, etc.). Maintain an inventory of all event equipment. Make recommendations for replacement or repair of equipment.

Order and maintain inventory of office supplies and kitchen supplies (coffee, sugar,etc) for Rackham offices

Required Qualifications*

High School Diploma and 2-4 years of relevant work experience in audio visual support work, and events scheduling and management.

Must have strong diagnostic skills in troubleshooting hardware, software and connectivity problems, sometimes in stressful situations,tron control systems and Biamp digital audio systems, as well as a variety of projectors, microphones, amplifiers, PTZ cameras, and both Windows and Mac computers. Familiarity with Zoom video conferencing software and Mediasite lecture capture is also preferred

Excellent interpersonal, verbal and written communication skills

Outstanding customer service attitude and teamwork skills are vital

Demonstrated ability to exercise initiative, independent judgment, tact, diplomacy, flexibility, and creativity in problem solving

Excellent organizational skills

Ability to accommodate a flexible work schedule including occasional early mornings, evenings or weekends, or some overtime on a prior scheduled basis.

Accuracy, attention to detail, ability to work independently, assume responsibility and manage time effectively is essential

Must have the ability to travel throughout the building; remain stationary for extended periods and position self to install audio visual equipment including under tables and lecterns; move/transport items (including tables, chairs, and audiovisual equipment) weighing up to 50 pounds.

Experience and/or demonstrated proficiency with Windows and Mac operating systems, presentation programs, web browsers and general knowledge of laptop interface requirements with audio visual equipment.

Demonstrated ability to communicate promptly and effectively with clients via phone, email and in-person

Ability to work with diverse populations including administration, faculty, students, staff and non-university clients.

Ability to maintain confidentiality, exercise discretion, and handle people with diplomacy under stressful situations and in matters of a sensitive and confidential nature. Knowledge of and strong personal commitment to shared teamwork, continuous business process improvement, and professional development.

Desired Qualifications*

Bachelor's degree is a plus

Knowledge of UM policies and procedures

Experience with EMS (Event Management Systems) scheduling software is helpful

Understanding of graduate education is a plus

Work experience with administration, faculty, students and staff in a university environment is helpful

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

266790

Working Title

Facilities Event Specialist, Audio Visual Lead

Job Title

Customer Service Assistant Sr

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Rackham Grad School

Department

Rackham Business Services

Posting Begin/End Date

8/04/2025 - 8/18/2025

Salary

$50,000.00 - $55,000.00

Career Interest

Administration